CN77 ReleaseNotes

CorrigoNet Release Notes
For clients moving from Release 7.6a to Release 7.7
Copyright 2012 Corrigo, Inc. All Rights Reserved. This document may not be copied, disclosed, transferred, or modified without the prior written consent ofCorrigo, Inc. Corrigo, Inc. assumes no responsibility or liability for any errors or inaccuracies that may appear in this manual. The software described in this document is provided under written license only, contains valuable trade secrets and proprietary information, and is protected by the copyright law. Unauthorized use of the technology or its documentation can result in civil damages and criminal prosecution. Trademarks The trademarks, logos, and service marks displayed in this manual are the property ofCorrigo, Inc. Users are not permitted to use these marks without the prior written consent of Corrigo, Inc.
CONTENTS
Release Overview
Migration of Contracts to Release 7.7
1
1
Release Highlights
New Features Improvements
3
3 3
Customer Invoice Basics

Assumptions Invoice Creation Methods Customer Invoice Terms & Dependencies Key Terms Billing Rule Completion Criteria Dependencies
4
4 4 4 5 7 8
Customer Invoice Creation Process

Step I: Create InvoiceItem or Items Step II:Create a New Customer Price List or Add Items to an Existing One Step III:Create a Contract Step IV:Create a Billing Account Step V:Associate a Customer with the New Billing Account and Customer Price List Step VI:Create a New Work Order Step VII:Add Work Order Line Items to a Customer Invoice Add a Single Work Order's Line Items to a Customer Invoice Add Multiple Work Order's Line Items to a Customer Invoice
10
10 10 11 12 12 12 13 13 13
MainCustomer Invoicing Screens

Invoice List Screen Customer Invoice Screen
14
14 15
Billing Scenarios
Scenario 1:Vendor Invoice Based Billing Scenario 2:ServiceFee Billing Scenario 3:UnderContract Billing Scenario 4:Ad Hoc Billing Adding a Credit Memo to a Customer Invoice Without Using the Add Line Item Button Scenario 5:Not Billed
17
17 18 19 21 23 25
Invoice Presentation Through the Customer Portal

New Invoices View
26
26
-i-
Invoice Printing and Downloading Option
29
Back Office Portal Enhancements Renaming and Modification of the Former "Invoicing" Module
FunctionalityRemoved from Charges Module Moved to Customer Invoicing Moved to Vendor Invoice Added to Core Application FunctionalityRetained in the Charges Module FinancialTab Work Order Details Customer Details Employee Details/Wizard Work Zone Details FunctionalityMoved to the Charges Module Report Wizards Manage Terminology Screen Updated Occurrences of the New "Charges" Terminology in the System Changes to Reports Work Order Details Report Wizard Changes Vendor Invoices Template Changes Actual Costs Changes
31 33
33 33 34 34 34 34 34 35 35 35 35 35 35 35 37 38 39 39
Work Order Creation Enhancements

Hiding of the Update Workflow Settings Button for New Work Orders Creation of Read-Only Rule Set View for Visit Work Orders Work Order Settings Changes Addition of an Auto-Assignment Option on the Assign the Work Order Screen Changes to the User Search Option Fields on the Assign the Work Order Screen Changes to the Vendor Search Option Fields on the Assign the Work Order Screen Ability to Add Check Lists Without Exception Notes from the Back Office Portal Ability to View Work Orders via the Customer Details Screen
41
41 41 42 43 45 45 46 47
Changes to Work Order Print Templates Expanded G/LCodes & New "Chart of Accounts" Features
New Chart of Accounts Screen Account Type Field on Add/Edit Account Screen Display Expense Types in Selector Controls
48 53
53 53 54
- ii -
Designate One Expense Account and One Income Account Per Invoice Item Reporting Capabilities
55 55
Handling of Orphaned Contacts

New Scope Option:Orphaned Set the Default Customer to "Undefined" Remove All Customer Groups from a Contact Add New Contact from Any Contact - Details Scope Option
56
56 56 57 58
Additional Customer Portal Configuration Settings

Scope Selector Supported Work Flows Custom Fields
59
59 59 59
AdditionalFeatures of the 7.7Release

Integration with AvaTax Tax Calculation Tool Deprecation of the CSRService Request Wizard Individual Invoice Report Reject Button on Corporate Portal Work Order Details Screen Shortcut on Work Order Details Screen to Display IVRWork Code Add Documents &Custom Fields to Vendor Accounts Controlled Access to the General Settings Screen Add Contacts to Customer Groups Without Attaching Them to Customers Addition of Default Price List Column to the Customer Contracts List Screen Yellow Pages Services List Replaced by Specialties on the Work Order Assignment Screen Switch to the Use of WONVendor Local Names Removal of Vertical Scrolling in the Financial Sub-Tab on the WorkOrder Screen Additional Charge Type of Tax No Longer Supported Changes to Invoice Date Display Auto-Routing for Work Orders Assigned an On-Hold Status on Creation Display Customer Group Contacts In The Contact Select Box Background Solution Addition of a Module Dependent Note on the Organization Details Screen Creation of a Financial Import/Export Group Changes to the General Settings Options Changes to Privileges New Charges Module Privileges
61
61 62 63 64 64 65 67 67 68 68 69 73 73 74 75 75 75 76 76 77 78 78 79
- iii -
Change to Behavior of Customer Group Documents
79
Customer-Specific Changes and Feature Requests

Auto-Routing Based on Franchisee License Information Download Data Changes Changes to Support a Customer's Preferred "Charges" Model Background Addition of a New "Combined Invoices"Line tothe Work Order Fields Table Creation of a "Show CombinedInvoices" Option for FinancialDisplay
80
80 80 81 81 82 83
Change Requests &Defect Fixes

Change Requests Defect Fixes
85
85 86
Glossary
89
- iv -
Release Overview
RELEASE OVERVIEW
Release 7.7 of CorrigoNet is specifically aimed at facility services companies, third-party facility managers, and business service companies who have customers that they contract with to perform services for on an ongoing basis. Typically these companies have a contract with a customer that has locations spread out across a region. The customer places a request through the Corrigo Customer Portal whenever they have an issue and the facility services company either performs the work itself or sub-contracts it to a vendor who is a Corrigo Work Order Network Provider. Note: The system does not yet support the addition of self-performed work to customer invoices; that feature is scheduled to be part of a future release. Release 7.7 allows for the creation of a billing account for customers. These billing accounts enable multiple customer locations to be consolidated under a single billing entity so that it becomes possible to create a consolidated invoice containing line items from multiple work orders performed across multiple customer locations. The billing account for Gabellas Coffee, for example, can be used to create a single invoice containing items from work orders completed at multiple Gabellas Coffee locations, as shown below.
This new Customer Invoice module and the legacy Charges module are designed to be mutually exclusive. The Customer Invoice module is appropriate for companies who handle third-party billing, while the Charges module is appropriate for companies who do not deal with third-party billing or whose billing system requires that they maintain the legacy billing method.
Migration of Contracts to Release 7.7

When upgrading/migrating clients to Release 7.7, ensure that on the Contract Details screen for all contracts the "Vendor pricing and invoice behavior settings" fields get set to the following values:
l l
Allow Vendor Price List = enabled Allow free text = enabled
-1-
Corrigo, Inc. Release Notes 7.7
Because both Vendor Price List and Free Text options were independent of Customer Contracts prior to 7.7 and are the allowed behavior depending on an organization's settings, it is necessary that all contracts get updated with both of these options enabled, particularly those contracts where the new Customer Invoicing feature is not turned on. Otherwise Vendor Price Lists will not work and it will be impossible to get them to work from either the WorkTrack Service Provider portal or the CorrigoNet Back Office interface.
-2-
Release Highlights
RELEASE HIGHLIGHTS
New Features
l
Customer Invoices are a new object independent from Work Orders. Customer Invoices are composed of invoice line items, which can be copied over from work orders or added directly to the invoice itself. Regardless, every line item is created from a pre-defined Invoice Item. Consolidated billing through billing accounts, which involves rolling up a number of work orders across a number of different locations and presenting them to the customer as a consolidated invoice. The invoices have a simplified workflow with just four possible statuses: Draft, Posted, Partial Payment, Paid in Full. The presentation of customer invoices to customers via the Customer Portal, which provides overview, detail, and statement-like screens, along with print and export capabilities. Extension of Work Order functionality to include the following features: Billing Rules, Billing Statuses, Billing Contracts, Invoice Links, and Optional Service Fees. Integration of CorrigoNet with the Avalara AvaTax sales tax calculator, making it possible to assign tax codes to products and services and then apply the correct tax rates to work order items on the customer invoice. A new premium report, called the Individual Invoice Report, which is available through the Back Office and allows authorized users to generate a hard copy of single customer report. In the Customer portal, full access for authorized users to customer invoices, with the ability to switch between viewing invoice details based on line items, work orders, or work locations. A new ad hoc report generation option within the Financial Reports category.Authorized users can now create and customize a Customer Invoices report using the template that exists within the system.
Improvements
l
Updates to the Back Office Portal, including a more reliable method of editing, deleting, and updating data. Most changes are now made on popup screens that cannot be closed without manually clicking a Save or Cancel button. This ensures that all intended changes are saved in the system and that all data that appears on the main screen is current. Auto-resizing of tables in the Back Office Portal during browser resizing. This change is currently limited to the Customer Invoice-related screens in the application. The inclusion of line item action buttons within tables to reduce the number of actions a user needs to take in order to change or delete information. This change is currently limited to the Customer Invoice-related screens in the application.
-3-
CUSTOMER INVOICE BASICS

Assumptions
l l
Corrigo is the system of record for customer information. Because payments are posted to a different systemtypically an ERP finance/accounting system operated by Corrigos client independent of CorrigoNetCorrigoNet can be used to mark invoices as paid, but does not currently have the ability to track payments as transactions, although this is a feature that will be added to a future release. In the meantime, the customer's finance/accounting system is the source for the following: o Payment tracking and cash accounting o Providing either manual or automatic updates to each invoice's status: for example, updating it to "Paid in Full." CorrigoNet generates the Invoice Number and assigns the Invoice Date. This involves two key billing fields: o Invoice Number is a serialized number that cannot be changed after it is assigned. If a Corrigo customer has a specific invoice number they want to start their invoice number sequence with, they can contact their Account Manager, who can arrange for the initial number to be used. Note:This number cannot be added through the user interface directly and the numbering sequence cannot be changed after it has been initiated. o Invoice Date defaults to the date of the post action, but a user performing a manual post can modify the invoice date After a customer invoice has been posted, the content of the invoice cannot be modified. Another invoice can be generated containing a correction (for example, a credit) and a statement can be generated showing up-to-date net amounts that are outstanding.
Invoice Creation Methods

Customer invoices can be created using any of the following methods:
l l
From scratch, by adding line items from a Customer Price List. By copying line items from a vendor invoice on to the customer invoice. In the process, vendor pricing is converted to customer pricing according to the relevant Customer Price List. By copying line items from a work orders list of service fees, which are added directly to a work order or populated from a PMRM schedule. By a combination of the methods above.
Customer Invoice Terms & Dependencies

Before logging in and starting to use the new Customer Invoice feature and its functionality, make sure you understand the following definitions and dependencies.
-4-
Key Terms
Term Billing Account Definition A special type of Customer Account (group) that serves as the key object for organizing third-party work order content into Customer Invoices and contains the information necessary to process billing. Billing accounts are set up through the Billing Accounts Admin option under the Customer tab. In order to see Billing Account information, a user must have been granted the Customer Billing Accounts Admin privilege within the system. When an authorized user clicks the Add New button on the Billing Account screen, a Billing Account Details screen appears, allowing the user to designate the following:
l l l
l l l l
The name of the billing account The users who will be able to view the account The customer portal theme and logo that authorized contacts will see when they log in to the Customer Portal The contact for the account The customers (locations) that are included in the account Documents associated with the account Any custom fields defined for the account Create Customer Invoices that include lines items for all completed work orders that have yet to be billed View and report on invoices by Billing Account Quickly view the outstanding balance for a Billing account Analyze performance/profitability per Billing Account View a list of upcoming work orders (PMRM Schedules) and/or outstanding work orders for a Billing Account
Clients use billing accounts to do the following:

l
l l l l
Billing Rules
The method by which a customer will be billed for a work order. Although work orders have a default billing rule, the rule can be changed by authorized users by selecting a different option from the Billing Rule drop down list within the Financial section of the work order screen. Release 7.7 supports the following five types of billing rules:
l
Vendor Invoice Only In this case, the vendor invoice drives the customer billing as line items present on the vendor invoice are copied over to the Customer Invoice. The Vendor Invoice prices are determined by the Vendor pricing and invoice behavior settings within the related Billing Contract. The three options that can be set are: o Use Customer Price List: Customer invoice prices are determined by the replacement value taken from the customer invoice and, optionally, a percentage or flat rate mark-up value. o Allow Vendor Price List: Customer invoice prices are determined by the prices set in the Vendor Price List. o Allow free text: The Vendor can bill for items that have not been predefined in the system. Service Fee(s) Regardless what goes into the vendor invoice, pre-defined Service Fee line items are copied over to the Customer Invoice at a des-
-5-
Term
Definition ignated price. Service Fees are commonly used to assess flat rate fees for a service, administrative fees, and credits to an account. Vendor and Service Fees This combines both of the above methods so that both what is present on the Vendor Invoice and what is listed as the Service Fees get copied over to the Customer Invoice. Under Contract In this scenario, the work order is covered by a flat rate, usually one that is billed according to a schedule. Charges from individual work orders do not drive the billing. In this scenario the billed for item is usually a variable service such as snow removal services. The Customer pays a set amount for a given timeframe (e.g.: $200/month) and a variable number of services, all covered under the monthly charge get performed.
Billing Statuses
The initial billing status of a work order is Unbilled. A work order is Ready to be Billed when the conditions of its billing rule have been satisfied. After a work order has been copied over to an invoice, the status is updated to Billed. After the status has been set to Billed, if a change is made to the vendor invoice, actual costs, or service fees, the status is updated to Billed, Modified. Note: If a Customer Invoice contains work order items that are later modified, the Customer Invoice does not change, but the work order is flagged and added to the Modified Billings List. A Billed, Modified status can be reset to Billed by manually pressing the reset link that appears beside the Billing Status field in the Financial section of the work order.
Invoice Items
The global dictionary of things that can go on an invoice. Items can be viewed, added, edited, and deleted from the invoice items list by using the Invoice Items screen that is accessed through the Settings option under the Financialtab in the Back Office Portal. After an item is added to the global invoice items list, users can view the item when they are creating or updating Customer Price Lists and Vendor Price Lists in the system. The prices customers are charged for work order items. Customer Price Lists are defined by adding invoice items and assigning a rate to each one.Customer Price Lists can be added, viewed, edited, and deleted by selecting the Customer Price Lists option under the Financial tab in the Back Office Portal. The prices a vendor charges for work order items. Vendor Price Lists can be added, viewed, edited, and deleted through the Vendor Price Lists option under the Financial tab in the Back Office Portal. This feature appears in both the Charges and the Customer Invoicing modules. Vendor Price Lists existed in previous releases, but for 7.7, they have been extended to better support pricing that is based on a specific customer or customer location. Before 7.7, there was no real relation between a customer and a Vendor Price List. Now it is possible to override vendor pricing by designating that customer or location specific customer pricing be used instead.
Customer Price List
Vendor Price List
-6-
Term
Definition One side effect of the more robust Vendor Price Lists feature is that it has changed the way that vendor price list gets read in Work Track. Before 7.7, Vendor Price Lists in the vendor database were synchronized with the CorrigoNet database, so a change to a Vendor Price List would take a few hours to appear. Now that there is no more synchronization, vendor prices that appear in customer invoices are being read directly out of the customer database, so any changes made to prices are immediately evident.
Contracts
Within the Customer Invoice functionality, contracts are used to define the relationship between a customer and a vendor price list or lists if specialty price lists are used. Contracts define the billing rules for work orders associated with the customer and define the vendor pricing rules for when a vendor invoices for work that was performed as part of the contract. They also allow users to define a single billing item that is used when work is covered under a contract Customer contracts can be added, viewed, edited, and deleted by selecting the Customer Contracts option under the Financial tab in the Back Office Portal.
Service Fees
Invoicing line items that are associated with a Work Order, but are not part of Vendor Invoice or Costs.
Billing Rule Completion Criteria

The objective of a Billing Rule is to define what is needed in order for a Work Order to reach a "ready to be billed" state. The following schematic explains how the key concepts within Billing Accounts fit together.
-7-
The table below outlines the billing rule criteria that must be met for each kind of billing rule. These criteria are set on the Contract Details screen, which is accessed through the Customer Contracts option on the Financial tab.
Billing Rule Vendor Invoice Only Service Fee(s)
Ready When The AP Status field on the work order is set to Authorized, Exported, or Paid. The AP Status field is located in the Financial section, Vendor Invoice subtab of the Work Order screen. Depends on which of the following Contract settings was selected on the Contract Details screen:
l l l
Any Non-Cancelled Status Completed Completed and Verified (with a verification rating that is not N/C
In addition, at least one service fee item must be present. Vendor and Service Fees Per Contract Schedule The criteria for Vendor Invoice Only and Service Fee(s) billing rules are met, except that there need not be a service fee item.
The work order is marked as Completed.
Dependencies
l
Each Customer Location also referred to as a Customer or a Name is associated with a single Contract and a single Billing Account.
-8-
Each Contract is associated with a single Customer Price List.
A single Billing Account can be associated with multiple Customer Locations, so Gabella Coffee's billing account can be tied to all 15 Gabellas Coffee locations. It is also possible to set up a single billing account for a single location, although that would not be the most common use. Ultimately, the relationship that is set up between accounts and locations depends on how the billing account customer wants to be billed: per individual site, per region, per country, company-wide, and so on. A Contract can be associated with multiple Customer Locations, so the same contract that defines the billing rules and vendor pricing and invoice behaviors for Gabellas Coffee location #1 can be used to define the rules and behaviors for any or all of the other Gabellas Coffee locations, too. A Customer Price List can be associated with multiple contracts, so even if half of Gabellas Coffee locations are associated with Contract #1 and the other half are associated with Contract #2, all locations can be assigned the same Customer Price List if necessary.
-9-
CUSTOMER INVOICE CREATION PROCESS

Although the process of setting up a billing account, billing rules, customer and vendor price lists, and contracts requires users to complete a number of complex, multi-part tasks in sequence in order to function correctly, ultimately the benefits of configuring this functionality far outweigh the inconvenience. Automating the billing process makes it possible to receive hundreds of invoices from subcontractors and quickly and easy transform all of that information into a single bill that lists the proper rates for all vendors. Billing departments no longer need to review each subcontractor's invoice and then manually go through and determine which rates should be applied to the work performed. Automated billing also makes it possible to customize the way invoices are created, making it possible for billing departments to send invoices containing work items performed at a specific customer location, within a specific customer region, within a specific country (for multi-national customers), and so on. They can also bill based on invoices, service fees, contract work, ad hoc work, or a combination of any of those. PREREQUISITE: To access most of the features described in this section, the new Customer Invoicing module must be enabled and you must have been assigned the Financial Invoices privilege within the system.
Step I: Create InvoiceItem or Items

The first step in setting up customer invoicing and billing accounts is to create a master list of invoice items that can be referred to when putting together an invoice. To do this, complete the following steps: 1. Go to Financial >Settings Invoice Items. 2. On the Invoice Items screen that appears, click the Add Item button in the top right corner of the Items table. 3. On the AddNew Item screen that pops up, enter a name and description of the new item. 4. Select the category to which the new item belongs. 5. Optional)Select a tax code, expense account, and income account for the new item. 6. Click the Add button in the bottom right corner of the screen. 7. Repeat steps 2 through 6 for each additional item you want to add to the Invoice Items list.
Step II:Create a New Customer Price List or Add Items to an Existing One
The next step in the process is to create a Customer Price List or modify an existing one to include all items the customer might be invoiced for. The Customer Price List also contains details about the cost of each item, which allows you to define different prices for different customers. To create or add items to a Customer Price List, do the following: 1. Go to Financial > Customer Price Lists. 2. On the Customer Price List Administration screen that appears, either click the Edit button in the row of an existing Customer Price List or click the Add New button in the top right corner of the Customer Price Lists table. 3. If you clicked the edit button for an existing Customer Price List in Step 2, go to Step 4. If you clicked the AddNew button, enter a name for the new Customer Price List, then click the Add button.
- 10 -
4. Click the Add Item(s) button in the top right corner of the Price List Items table. 5. On the Invoice Items screen that pops up, use the First, Previous, Next, and Last buttons at the bottom of the table to locate the items you created in Step I. 6. Click the Add button beside each new invoice item you want to add to the Customer Price List. 7. On the Add New Item screen that pops up, enter the Rate you want to charge for the item within this Customer Price List. Note:Rates can contain up to four decimal places and can be negative values if they are intended to be used as credits on invoices. 8. (Optional)Set the rate type if you want to add an automatic mark up amount or mark up percentage to a Customer Price List rate. 9. (Optional) Set the Vendor Rate you want to charge in cases where a Vendor Price List is used instead of the Customer Price List to determine what a customer will be charged. Note:As with Customer Price List rates, Vendor Price List rates can contain up to four decimal places and can be negative values if they are intended to be used as credits on invoices. 10. Click Add to add the item to the Customer Price List. 11. Repeat steps 5 through 10 for each additional item you want to add to the Customer Price List. 12. When you are done adding items, click the X icon in the top right corner of the Invoice Items screen to close it and have the items automatically added to the Customer Price List.
Step III:Create a Contract

After creating or modifying the Customer Price List, you must create a Contract that designates the specific billing rule that governs the way in which invoicing will be carried out. Although Contracts existed prior to the implementation of the Customer Invoicing module, in Release 7.7 they have been extended to support billing rules and to define the relationship between a customer and a price list (or price lists, if specialty price lists are used). They also now allow the definition of a single billing item that will be used when work is covered under a contract. To create a contract, do the following: 1. Go to Financial >Customer Contracts. 2. On the Customer Contracts screen that appears, click the Add New button in the top right corner of the table. 3. On the Contract Details screen that appears, enter a name for the contract. 4. Select the Customer Price List that you configured in Step II above. 5. Designate the kind of Billing Rule you want to use to govern the way that customer accounts associated with this contract will be billed. 6. Designate the vendor pricing and invoice behavior that you want to set up for the new contract. 7. (Optional) Select the item that will be included on invoices for Work Orders billed under contract. 8. (Optional)Click the Specialty Price Lists tab and designate specialty price lists for individual specialties. 9. When you are done configuring the new contract, click the OKbutton at the top of the screen to save it.
- 11 -
Step IV:Create a Billing Account

After the Customer Price List and Contract are created, you must create a Billing Account, which serves as the key object for organizing third-party work order content into Customer Invoices and contains the information necessary to process billing. To create a Billing Account, do the following: 1. Go to Customer >Billing Accounts Admin. 2. On the Billing Account screen that appears, click the Add New button in the top right corner of the table. 3. On the Billing Account Details screen that appears, enter a name for the billing account. 4. Enter an account number for it. 5. (Optional)Enter values in whichever of the other account details fields you want to use: o Payment terms o Number of days after invoice creation when invoice is due o Payment instructions o Credit hold o Accrual margin o Account SaleRep o Tax Exempt 6. Enter the full address for the Billing Account, including city, state, zip code (where applicable) and country. This Billing Address is the location where the customer invoice will be sent. 7. (Optional)Designate a Billing Contact for the account. 8. When you are done configuring the account, click the Ok button in the top right corner of the screen.
Step V:Associate a Customer with the New Billing Account and Customer Price List
After you create a Billing Account and Customer Price List, you must associate them with a new or existing customer in the system in order to include that customer's work order activity on the invoice. To create or select a customer and then associate it with the Billing Account and Customer Price List, do the following: 1. Go to Customer >Search 2. Do one of the following in order to identify the customer or create a new one: o Click theShow AllCustomers link to locate and select the customer. o Select a value in the drop-down list and then enter search criteria and click Search. o Click the Add New button in the top row of the Customers table. 3. If you selected the first or second option above, go to Step 4. If you selected the third option above, enter the customer details on the Quick Add screen, and then click Add Additional Info button in the top menu bar. 4. On the Customer Details screen, select the Billing Account that you created in Step IV above. 5. Select the Contract that you created inStep III above. 6. Click the Save button in the top menu bar.
Step VI:Create a New Work Order

The next step is to create a new work order for a customer that is associated with the Billing Account and Customer Price List created in the steps above. 1. Beginning from the Customer Details screen discussed in Step V above, click the Service Request button in the top menu bar.
- 12 -
A New Work Order screen appears, with the customer details pre-populated into the relevant fields. 2. In the Work Description section, select the Item Asset and Task you want to include in the work order. 3. (Optional)In the Assignment and Scheduling section, change the priority of the work order if the default priority is not acceptable. 4. (Optional)In the same section, change the Assigned To field if the default person is not who you want to use. 5. (Optional)Enter a scheduled start date, duration, and due by date. 6. Click the Save button in the top menu bar and select Save from the drop-down menu that appears. 7. When the screen refreshes, in the Financial section, set the Billing Rule that you want to associate with the work order. 8. Click the Save button in the top menu bar again and select Save from the drop-down menu again. 9. After the Assigned Toperson marks the WorkOrder as Complete, review the details of the work performed and click Complete in the top menu bar. 10. Click the "Link/Copy to Invoice"button in the Financial section of the work order.
Step VII:Add Work Order Line Items to a Customer Invoice

At this stage there are two ways you can invoice for the work order you created in Step VI, each of which is explained below.
Add a Single Work Order's Line Items to a Customer Invoice

To create a customer invoice containing only the work order line items for the current work order, click the Create New Invoice button on the Select an Invoice screen that pops up. A new Customer Invoice will appear on the screen, containing the line items from the invoice along with the Billing Account, Location, Invoice Status, and Invoice Date associated with the invoice. To add the current work order line items to an existing Customer Invoice, click the Select button beside one of the Customer Invoices listed in the Draft Invoices table on the Select an Invoice screen. The Customer Invoice you selected then appears on the screen with the line items from the work order appearing at the bottom of the Line Items table.
Add Multiple Work Order's Line Items to a Customer Invoice

To add multiple work orders at once to a Customer Invoice, do the following: 1. Go to the Financial tab and click the Customer Invoices option. 2. On the Invoice List screen that appears, click the View/Edit link for the invoice to which you want to add the work order items. 3. On the Customer Invoice screen that opens, click the Add Work Ready to be Billed button at the top of the Line Items table. 4. On the Work Orders Ready to be Billed screen that pops up, select the checkboxes beside each of the work orders that you want to add to the Customer Invoice. 5. Click the Copy to Invoice button in the bottom right corner of the screen. 6. Click the X button at the top right corner of the Work Orders Ready to be Billed screen in order to close it. 7. The Customer Invoice screen then refreshes and displays all of the line items from all of the work orders you selected.
- 13 -
MAINCUSTOMER INVOICING SCREENS

Invoice List Screen
PREREQUISITE:The new Customer Invoicing Model must be enabled and the role privilege Financial Invoices is required to access most of the features described below. The Invoice List screen is used to view and manage customer invoices. It can be accessed selecting the Customer Invoices option under the Financial tab.
The Number column in the Invoices table (#1) lists the invoice number for all invoices that are beyond the Draft stage. Invoices designated as drafts appear in the Invoice list without a number, as is the case with the second and third invoices in the list above. The Status button in the Invoices table heading row (#2) opens the Invoice Status Filter screen, which allows you to filter the table rows based on the status of each invoice.
In the initial release of the Customer Invoice module, there are four possible customer invoice statuses:
o
Draft This is an invoice that has been created and saved, but has yet to be made official and committed to and can therefore still be changed or even deleted. This is the default state after an invoice has first been saved. Posted This is an invoice that has been sent. Posting the invoice does several things: n It locks the invoice content and makes much of it "read only."Only a limited number of fields, such as the comments field and payment fields, can still be edited. n It assigns an invoice number and invoice date. The invoice date can be manually post-dated, meaning the date is set to a future date.
- 14 -
MainCustomer Invoicing Screens
It makes the invoice visible to the customer through the Customer Portal and (optionally) generates a notification to the customer that the invoice is now available. PartialPayment This is an invoice for which a partial payment has been posted in a different system and that payment data is communicated to the CorrigoNet system via a manual process or through integration. Paid in Full This status is used when an Invoice payment has been fully met in a different system and has been communicated to CorrigoNet. When a payment is received against an invoice, if the total value of the payment matches the total invoice amount, then the status is automatically marked as "Paid in Full."
n
Note: The only filter that is not set by default is Paid in Full because there is usually little need to review the details of a fully paid invoice.
l l
The Create New Invoice button (#3) opens a blank invoice screen. Each link in the Actions column (#4) opens up an invoice details screen for the corresponding invoice.
Customer Invoice Screen

The Customer Invoice details screen is used to view, edit, and update customer invoice details. It can be access by going to Financials > Customer Invoices and then clicking the View/Edit link in the Actions column for the corresponding invoice.
Invoices are always created from a Billing Account, in this case GabellasCoffee (see #1 in the image above). The billing account is simply the party responsible for paying the invoice and serves as a means of grouping all customer accounts that are eligible to be included in the invoice. Invoices have a simple workflow which is defined by a set of statuses: Draft, Posted, Partial Payment, Paid in Full. In the image above, the invoice has a status of Draft (#2). After an invoice moves beyond the Draft stage, it becomes visible to the customer and for bookkeeping and auditing reasons, it cannot be deleted or modified.
- 15 -
Invoices that have a status of draft do not have an invoice date or an invoice number assigned to them (#3). After their status changes from Draft to Posted, they are automatically assigned an invoice number and the date the status changed to Posted becomes the Invoice Date. The last line item in the WO# column (#4) lacks a work order number because it was added manually to the customer invoice using the Add Line Item button (#6), rather than being extracted from a work order. For specific details on how items are added manually, refer to the Scenario 4: Ad Hoc Billing section of these release notes. The Add Unbilled Work button (#5) opens the Work Orders Ready to be Billed screen, which is used to view work orders in the system that can be added to the current customer invoice.
The Tax column (#7) displays hyperlinked tax values for each item in the invoice. Clicking the hyperlink for a tax value opens a Tax Detail screen that lists the address associated with the line item along with its internal and external tax code and tax rate percentage.
Note: In order for tax to be calculated, the system must be linked to an external, third-party tax engine.Corrigo has officially partnered with Avalara, Inc. to integrate the Avalara AvaTax sales tax automation system into CorrigoNet. Because this is an optional service, it requires the payment of an additional fee, which your Account Manager can tell you more about. For a complete description of the new tax calculation functionality in Release 7.7, refer to the Integration with AvaTax Tax Calculation Toolsection of these release notes.
- 16 -
Billing Scenarios
BILLING SCENARIOS
The following are four ways in which users might use the new CorrigoNet Customer Invoicing functionality to bill their customers.
Scenario 1:Vendor Invoice Based Billing

This scenario is useful when you want to base your invoice on the actual work that was performed and your actual cost basis as opposed to billing a customer based on a flat rate. You would use the markup component of vendor billing if you did not have pre-defined prices with your customer. In Vendor Invoice Based Billing the actual costs submitted by a vendor are used to create the Customer Invoice line items. In a simple example, a vendor submits an invoice for Janitorial Services, cleaning 6,000 square feet of space at $0.03 per sq. ft., as shown in the image below.
Note:As can be seen from the image above, authorized users of the system can define labor rates and pricing values using up to four decimal places, so, for example, a company could set up a Customer Price List item for cleaning and assign it a rate of $0.0375 per square foot. When this work order is added to the Customer Invoice, the Janitorial Services line item gets copied over and appears as a line item in the Customer Invoice, as shown below.
- 17 -
Even though the vendor charges $0.03, the customer is automatically re-billed for the same service at $0.04 based on the rate defined in the Customer Price List. The rate charged to the customer may be a direct rate substitution ($.04 in place of $.03) or it may be a mark-up percentage (for example, 25%).
Scenario 2:ServiceFee Billing

The second scenario is Service Fee Billing, where a fee (or fees) is charged for a work order, but that fee is independent of the costs. Vendors submit work orders with service fees listed in the Service Fee section of the Financial tab, as shown in the image below where the vendor has added a service described as "Bundled Service #1."
The customer gets charged $47.00 for Bundled Service #1 regardless of what the service actually costs or what was done. Service Fees appear as separate line items in the Customer Invoice, as shown in the image below.
- 18 -
Billing Scenarios
Scenario 3:UnderContract Billing

The third billing scenario is one where the work order might refer to an invoice line item, but the Customer Invoice line item is not influenced by specific content in the work order. Contract Billing items are listed in the Contract associated with the Billing Account, as shown in the image below where monthly snow removal services are to be billed as a single contract item regardless of how often the work is performed each month during the winter.
- 19 -
When the work order is created, the Billing Rule field must be set to "Per Contract Schedule" in order for the item to be added correctly to the Customer Invoice.
A monthly service fee of $200 is charged to cover all of the snow removal services performed during the month. Although three work order numbers appear in the Customer Invoice sent to the customerrepresenting work that was completed on December 4, 14, and 20there is only one charge for the job because the work is all part of the same contracted monthly service.
- 20 -
Billing Scenarios
Scenario 4:Ad Hoc Billing

The fourth billing scenario is simply adding a line item directly to a Customer Invoice by clicking the Add Line Item button on the screen. Note that after a customer invoice moves beyond the Draft status, the Add Line Item button is disabled because the invoice has already been posted, making it visible to the customer and non-editable. There are a number of reasons why a user might want to add an item manually to a customer invoice, but the two most common are:
l
To add processing fees or anything not directly associated with a work order to a customer invoice To issue a credit memo
To add a line item to a customer invoice, a user clicks the Add Line Item button in the top right corner of the Line Items field.
. . . then selects a service location for the item . . .
- 21 -
. . . and then clicks the Add link beside the item in the Customer Price List that the users wants to add to the customer invoice.
If the user is adding a credit to the invoice, on the Add Line screen that pops up, the value of the credit should be listed as a negative number, as shown in the image below.
- 22 -
Billing Scenarios
Note:If the line item being added has a designated mark up amount or mark up percentage in the Customer Price List, the unit price will display as $0.00, allowing the user to designate the price manually. Each new line item that is added appears below the previous ones on the Customer Invoice screen and the SubTotal and Total values are updated to reflect the cost of the newly added items.
Note that the WO# column entry for manually added items contains the value N/A because the item is not associated with any work order in the system.
Adding a Credit Memo to a Customer Invoice Without Using the Add Line Item Button
The system also allows authorized users to add a credit to a customer account without adding it to an existing Customer Invoice. To do this, a user would create a new Administrative work order in the system and then set the billing rule to Service Fees. The credit would then be added as a negative value service fee, as shown in the image below.
- 23 -
When the work order is complete, the user clicks the Link/Copy to Invoice button and then clicks the Create New Invoice button on the screen that pops up. Note:In order for the Link/Copy to Invoice button to be active, the user must have been assigned the Financial - Invoices privilege within the system.
- 24 -
Billing Scenarios
The work order containing the customer credit then appears as a line item in the new Customer Invoice.Unlike a credit added through the Add Line Item button, which exists independently of any work order, this credit line tem has a value assigned to it in the WO# column because it is associated with a work order in the system.
Scenario 5:Not Billed

The fifth billing scenario is used when administrative or other work is performed for a customer and there is a need to associate the work order with the client but no fees or rates will be charged for the work. For example, a company performing work gratis as a promotional tool or fixing a mistake for the client. In these scenarios, the work order Billing Rule would be set to Not Billed.
Note:When a work order is set to Not Billed, the Service Fees tab under the Financial tab is readonly, which prevents users from adding charges to the work order.
- 25 -
INVOICE PRESENTATION THROUGH THE CUSTOMER PORTAL

Release 7.7 allows authorized users to access their invoices directly through the Customer Portal and to view the details of the invoices based on line items, locations, or work orders. Each of these new features is discussed below.
New Invoices View

l
The home screen of the Customer Portal now contains a drop-down list visible to authorized users that allows them to view their service requests, customer invoices, or documents. Prior to the 7.7 release, this menu only contained the Service Requests and Documents options.
When users select the Invoices option, they are taken to an invoices screen that, by default, lists all of their open invoices. The drop-down list on the screen allows them to choose to view their fully paid invoices, too.
Clicking an invoice number opens an invoice overview screen that provides general information about the invoice, including the total charges and payment details.
- 26 -
Clicking the Details button on the overview screen opens the invoice details screen, which by default groups the invoice data based on line items, as shown below.
Using the Group by drop-down menu, users can choose to see the data grouped by location or by work order, as shown in the following two images.
- 27 -
- 28 -
Note: Clicking any link in the WO# column opens a new screen displaying the work order from which the line item originated.
Invoice Printing and Downloading Option

One of the key new features of the Customer Portal is the ability for customers to print user invoices directly or download the raw data as a Microsoft Excel file and then manipulate the raw data in-house to suit their particular business needs. Both of these functions are available through buttons at the top of the invoice screens. Note: The ability to access these buttons and view invoice items is dependent on the user having been granted the Financial - Setup privilege in the system.
- 29 -
The print-friendly version of the Customer Invoice looks like the sample below:
The downloadable Excel spreadsheet version of the Customer Invoice appears as a normal Excel file, as shown in the example below.
- 30 -
Back Office Portal Enhancements
BACK OFFICE PORTAL ENHANCEMENTS

The following functional enhancements apply only to the new or updated screens within the Back Office Portal.
l
Tables now automatically resize as the browser width changes. Prior to the 7.7 release, the table would remain the same size and information on the left side of the table would only be visible by using the scrolling bar that would appear at the bottom of the screen. Delete and Edit functionality has been streamlined for table items with the addition of action links within each table row. Prior to the 7.7 release, there was a single set of links under the table and users had to first double-click a table row and then click an action button.
Most changes made to data on screens are handled through popup dialog boxes that require you to actively select a Save or Cancel button in order to return to the main screen. This ensures that all intended changes are retained when a user leaves the screen. When tables span multiple pages, sorting now includes all values on all pages within the table. Prior to the 7.7 release, sorting was limited to only the values that appeared on the current page. When you enter search criteria, the search engine now usually includes all matching values from all fields within the table in the search results. Prior to the 7.7 release, users had to select the specific field they wanted to use in their search.
- 31 -
- 32 -
Renaming and Modification of the Former "Invoicing" Module
RENAMING AND MODIFICATION OF MODULE
THE
FORMER "INVOICING"
With the introduction of the new Customer Invoicing module in Release 7.7, the legacy Invoicing module (also known as Customer Invoices), has been renamed "Charges" and some of the functionalities within it that are not dependent on the Charges module have been moved to other modules. It is anticipated that the Charges module will likely be replaced at some date in the future, but for the time being, it is being retained in a modified format to prevent serious disruption to clients who are currently dependent on it. The Customer Invoices and Charges modules are mutually exclusive, with each client configured in one of three modes: Mode Third-party Service Provider Legacy Aggregator &Property Management Requestor Work Order Network Customer Invoices Module (New) On Off Off Charges Module (Old) Off On Off
As a result of this new set up, when the Charges module is turned off, the Charge Back option on the Work Order details screen does not appear and the Billing Rule, Billing Status, and Invoice fields appear instead.In addition, the Charges subtab under the Financials tab is replaced by a Service Fees subtab.
FunctionalityRemoved from Charges Module

Moved to Customer Invoicing
The following dependencies were moved to a dependency on the new Customer Invoicing module:
- 33 -
Estimate sub-tab on the Work Order Details screenEstimates are now part of the new Customer Invoicing module.
Moved to Vendor Invoice

The following had a dependency on the Charges module and now has a dependency on the Vendor Invoice module:
l
AP invoice/export has been decoupled from the Charges module. In addition, with the proper privilege, the Financial > Settings > AP Export Configs screen should also be accessible with Invoice module turned off. For more information, refer to defect CN-2453 in the "Jira Change Requests &Defect Fixes" section of this guide.
Added to Core Application

The following items had dependencies on the Charges module and now are simply part of the core application.
l l l l l l l
The General menu items listed under Financial > Settings >General. Financial report wizards The following Work Order Details fields:Not To Exceed and P.O. Number The NTE field, in all locations The Pay Rates tab on the Employee Details screen The Pay Rates screen within the Add New Employee Wizard The Authorization Limit field on the Contact - Details screen. In addition, the "Can view/approve"field on the Contact - Details screen has been changed to "Can view. The WOCost Import feature of Import/Export
FunctionalityRetained in the Charges Module

The Charges Module retains control of all functionality directly related to Charges including the following:
FinancialTab
Many of the following menu items have been re-organized into a folder menu item called "Charges."
l l
Customer Invoice List Contract templates (Customers, Work Zones, Tax Regions) o Customer Contracts o Property Contracts Financial > SettingsTheitems below are listed by their pre-7.7 names; many of them have been re-labeled. o Bill To Categories o Charge Codes o Income Accounts o AR Statuses o Cost Allocation o Tax Region The Customer Invoice subtab Invoice information on the Work Order completion screen
Work Order Details

l l
- 34 -
Customer Details
l
Contract Type selection on the Customer Details screen The Financial tab on the Employee Details screen Employee Fin Admin screen in the Employee Wizard The Financial Preferences tab on the Work Zone Summary screen
Employee Details/Wizard
l l
Work Zone Details

l
FunctionalityMoved to the Charges Module

Beginning with Release 7.7, the following are controlled by the Charges module:
l l
The AR Financial Privilege settings within the Role Settings screen. Tax Regions within Import/Export
Report Wizards
Financial Wizard templates are now part of the core application, although the following templates are dependent on the Charges module:
l l l l
Customer Invoices Customer Invoices 2009 Income and Expenses Income and Expenses 2009
Manage Terminology Screen Updated

The Manage Terminology screen (Our Company >Settings >Terminology Management) has been updated to reflect the renaming of the former Invoicing function to Charges. The ManageTerminology screen now contains three fields: charges, charge, and charged.
Occurrences of the New "Charges" Terminology in the System

Changes made to the Manage Terminology screen appear throughout system when the Charges module is turned on. The following are some of the more prominent areas where this new terminology appears.
- 35 -
Under the Financial tab, a separate Charges options menu has been created.
The following options appear on the new menu.

o
o o o o o o o o
l
Review (formerly Customer/Store Invoices; from the main Financial menu) Only authorized reviewers will see this option, which is not shown in the image above. Bill To Categories (from the Settings menu) Charge Codes (from the Settings menu) Charge Accounts (formerly Income Accounts; from the Settings menu) Charge Statuses (formerly AR Statuses; from the Settings menu) Charge Export (formerly AR Export; from the main Financial menu)Only authorized users will see this option, which is not shown in the image above. Customer Templates (from the Contract Templates menu) Site Templates (from the Contract Templates menu) Tax Region (from the Contract Templates menu)
The former Invoice field on the Financial tab within a work order is now called Charge Back.
The former Customer Contract Template Details screen is now renamed Customer Charges Template Details screen and the billed back field on the screen now displays as charge back.
Note:The same changes also appear the Work Zone Charges Template Details screen.
l
The former Customer Invoice Review screen has been renamed Charges Review.
- 36 -
Note:In a similar vein, the former Customer Invoice Approval screen is now called Charges Approval.
l
The former Invoice Statuses screen is now called Charge Statuses.
Note: The Additional Charges tab (formerly the Charges tab)and the Add Additional Charges popup screen that opens from within it are not affected by changes made to the charge-related fields on the Manage Terminology screen.
Changes to Reports
The new "charges" terminology also affects some of the templates and reports that are available in the system. The following four templates are now associated with the Charges module:
- 37 -
l l l l
ChargesFormerly Customer Invoices Charges 2009Formerly Customer Invoices 2009 Charges and ExpensesFormerly Income and Expenses Charges and Expenses 2009Formerly Income and Expenses 2009
The Work Order Details and Vendor Invoices report wizards have also been updated.
Work Order Details Report Wizard Changes

The following labels have been changed. Where no label is specified, the fields remain unchanged. Old Label
Frequently Used Bill Back Settings Total Billable Hours Total Non-Billable Hours Charge Back Setting Total Charged Hours Total Non-Charged Hours
New Label
Total Costs Total Labor Cost Total Materials Cost Total Miscellaneous Cost Total Services Cost Total Spot Purchase Cost Total Cost
Customer Invoice Account Number Charge Code Invoice Status AP Status Bill Description Invoice Last Action Date Export Date Contract Labor Charges Materials Charges Misc. Charges Services Charges Spot Purchase Charges Add'l Charges Labor Total
Charges Charge Account
Charge Status
Charge Description Charge Last Action Date
Charge Template
Total Labor Charged
- 38 -
Old Label
Materials Total Misc. Total Services Total Spot Purchase Total Add'l Charges Total Total Tax Total Customer Invoice
New Label
Total Materials Charged Total Misc. Charged Total Services Charged Total Spot Purchases Charged Total Add'l Charges (Not terminology controlled) Total Tax Charged Total Charged Amount
In addition to the label changes listed above, all mention of Coordination Fee have been removed as well as the "Additional Adjustment" field.
Vendor Invoices Template Changes

The following fields have been changed:
l l l
Charge StatusFormerly ARStatus Total CostFormerly Customer Costs Total Charge TotalFormerly Customer Invoice Total
Actual Costs Changes

The Actual Costs tab is mostly the same with the exception of the following: A new privilege, Permissions - Actual Costs Manager View, has been created. It will be assigned to anyone with accounting or management responsibility so that they can see the actual dollar amount of the actual costs. Vendor Invoice data flows through to Actual Costs according to current logic: that is, on Submitted status or other APstatuses. The reason for this privilege and the reason why cost subtotals/totals are not currently shown on the actual costs section is to hide pay rates for specific individuals from their peers. Companies with techs using the BackOffice Portal do not want those techs to be able to see the pay rates of other individuals. The image below shows the Actual Cost tab as it appears to a user without the privilege.
- 39 -
When a user has been assigned the new Permissions - Actual Costs Manager View privilege, the following additional information is visible (as shown in the image below):
l l l
Rates and amounts for Labor line items Line item subtotals (Qty * Unit Cost) Total costs, defined as the sum total of actual costs
Note: Vendor Invoice data flows through to Actual Costs according to current logic: for example, on Submitted and other AP statuses.
- 40 -
WORK ORDER CREATION ENHANCEMENTS

A number of changes have been implemented within the Work Order creation process.
Hiding of the Update Workflow Settings Button for New Work Orders
The Update Workflow Settings button is now hidden when a user is first creating a new work order. The goal of this change is to remove the need to manually press Update WorkFlow Settings each time when creating a work order. When creating a work order in Release 7.7, the following workflow settings are automatically updated as soon as the first task is added: priority, specialty, due by and NTE. If the setting "Disable Auto-Assignment" is set to NO, then the Assigned To field will also automatically update when the first task is added. Note that as additional tasks are added to the work order, the workflow settings will not be updated automatically. They will be updated, however, in cases where an unsaved work order contains a single task, which is saved and then changed.
After you click the Save the first time, the Update Workflow Settings button will display. From then on, pressing the button has the same impact as it did prior to Release 7.7 except that the Assigned To field does not change.
Creation of Read-Only Rule Set View for Visit Work Orders

Visit work orders are created in CorrigoNet, but can only be updated through WorkTrack using the IVR or mobile web applications. These updates are then communicated back to CorrigoNet, which updates the visit information. When a Visit work order is created, the exception rules are committed to the work order and exist within the work order. If the rules change in the PMRM schedule after the work order is created, there may be confusion with the customer as the Work Order does not appear to be following the current rules. To resolve this confusion, two new links have been added to the Visits tab within the Logs/Lists tab.
- 41 -
When the "view exception rules for this Work Order" link is clicked, a popup screen appears displaying a read-only view of the rules that were in place when the work order was created.
When the "view current PMRMschedule rules"link is clicked, a popup screen appears displaying a read-only view of the current set of PMRMschedule rules.
Work Order Settings Changes

On the Assignment screen (WorkOrders >Settings >Assignment), the Update Workflow Settings option no longer includes the "Assigned To" field in the list of fields that will be updated.
- 42 -
On the Work Order Details - Configuration screen (Work Orders >Settings >Details), the Last Action field is no longer included in the assignment screen. As a result, the work order count is all that will be displayed.
Addition of an Auto-Assignment Option on the Assign the Work Order Screen

The drop-down list at the top of theAssign the WorkOrder screen now contains a third option Auto-assignmentwhich is designed to provide similar functionality to that found on the Assignment screen in the Customer Portal.
- 43 -
Note:The Auto-assignment option will appear in the list as long as the Auto-Assignment Type Selection option on the Assignment Settings screen (Work Order >Settings >Assignment) is set to Site Based or License Based. If it is set to None, then auto-assignment will be disabled.
The Assign the Work Order screen behaves the same as the Customer Portal assignment screen with the following exceptions:
l
Only the The system recommends assigning this Work Order to:" and Your preferred list is:"fields are displayed on the Assign Work Order screen since the Provider search and Technician search are already available if it is necessary to find a non-recommended resource. There is an option on the Assign the Work Order screen to "Just leave the Work Order unassigned." If a Vendor is a warrantor, the non-hyperlinked warranty description is displayed in the right hand column. The description is limited to the first few characters. If multiple warranties are attached, the system displays only the warranty with the lowest ID.
The same COI expired and vacation warnings are displayed as in previous releases, although now these are more a double confirmation warning as the user can see the COI and vacation status in the dialog itself. The The system recommends assigning this Work Order to radio button is selected by default, and if that section is missing, then the first entry in the "Your preferred list is"section is selected by default. In the "Your preferred list is" section, if a tech is on vacation it will display on vacation xx/xx xx/xx.
- 44 -
Changes to the User Search Option Fields on the Assign the Work Order Screen
The following changes have been made to some of the User Search option fields within the Assign the Work Order screen:
l l l
The Last Action column has been removed. The Warranty column has been removed because employees do not provide a warranty. A non-sortable free text column has been added, displaying warranty and vacation information in the same way that the auto-assignment tab does. The column heading Qty has been relabeled Open WOs, which is more self-explanatory.
Changes to the Vendor Search Option Fields on the Assign the Work Order Screen
The following changes have been made to some of the Vendor Search option fields within the Assign the Work Order screen:
l
The Qty column has been removed in order to make the page load more efficiently and because the quantities listed were often inaccurate because vendors do not complete work orders in a timely fashion. To simplify the screen, some of the search filters have been moved and are now available by clicking the "Show Advanced Search Settings link on the screen. The default values for the advanced search settings are as follows: o Rating greater than = 0 o Working within = 0 o Zip = the zip code of the work order o Include not connected Vendor = not selected
- 45 -
l l
Grade and COI images are displayed at half the size they appear as in the Customer Portal. The Warranty column displays up to two lines of the warranty description, similar to the autoassign option. The Vendor Search screen opens with the Specialty field defaulted to the work order specialty.
Ability to Add Check Lists Without Exception Notes from the Back Office Portal
Note:Check Lists were known as "PunchLists" prior to Release 7.7. In the Back Office Portal, it is now possible to create a Check List that does not include any exception notes. Prior to this release, users were required to include at least one Exception Note before they could save a check/punch list.
- 46 -
Ability to View Work Orders via the Customer Details Screen

A new privilege, Permissions - Customer Work Orders, allows users granted that privilege to view a Work Orders subtab on the Customer Details screen. Access to the subtab is gained by clicking the icon in the menu bar of the subtab.
- 47 -
Changes to Work Order Print Templates
CHANGES
TO
WORK ORDER PRINT TEMPLATES
With the introduction of the Customer Invoicing module and the renaming of the former Invoicing module to Charges, a number of significant changes have been made to the Print Template screen (Work Orders >Settings >Print Templates). In the list of fields that appears when the Show Fields button is clicked on the Print Templates screen, where the word Invoice appeared in a label, the word Charges now appears and where Invoice.Charges appeared in a label, Charges.AddlCharges now appears.
In order to retain backwards compatibility, though, the system interprets both the old and new labels as the same field. Moving forward, though, anyone creating or modifying a print template is expected to use the term Charges" rather than "Invoice." In addition, a number of Terminology (.Charges) fields have also been added. These appear at the end of the table below.
Old Label Invoice Invoice.AccountNumber Invoice.AdditionalCharges.AdjustmentAmount Charges Charges.AccountNumber Charges.AdditionalCharges.AdjustmentAmount New Label
Invoice.AdditionalCharges.AdjustmentChargeCode Charges.AdditionalCharges.AdjustmentChargeCode Invoice.AdditionalCharges.AdjustmentGroupCode Invoice.AdditionalCharges.AdjustmentType Invoice.AdditionalCharges.CategoryCostAmount Invoice.AdditionalCharges.ChargeCode Invoice.AdditionalCharges.Description Invoice.AdditionalCharges.GroupCode Invoice.AdditionalCharges.IsTaxRate Invoice.AdditionalCharges.LineItems.Count Charges.AdditionalCharges.AdjustmentGroupCode Charges.AdditionalCharges.AdjustmentType Charges.AdditionalCharges.CategoryCostAmount Charges.AdditionalCharges.ChargeCode Charges.AdditionalCharges.Description Charges.AdditionalCharges.GroupCode Charges.AdditionalCharges.IsTaxRate Charges.AdditionalCharges.LineItems.Count
- 48 -
Old Label Invoice.AdditionalCharges.SubTotal Invoice.AdditionalCharges.SubTotalAdjustment Invoice.AdditionalCharges.SubTotalBase Invoice.AdditionalCharges.SubTotalTax Invoice.AdditionalCharges.TaxRate Invoice.AdditionalCharges.Total Invoice.BillTo Invoice.ChargeCode Invoice.Charges.Adjustment.LineItems.Count Invoice.Charges.Labor.LineItems.Count Invoice.Charges.Materials.LineItems.Count Invoice.Charges.Miscellaneous.LineItems.Count Invoice.Charges.Tax.LineItems.Count Invoice.Comments Invoice.Contract Invoice.CoordinationFee.Amount Invoice.CoordinationFee.ChargeCode Invoice.CoordinationFee.GroupCode Invoice.CoordinationFee.Type Invoice.CostTotal Invoice.Description Invoice.JobCode Invoice.Labor.AdjustmentAmount Invoice.Labor.AdjustmentChargeCode Invoice.Labor.AdjustmentGroupCode Invoice.Labor.AdjustmentType Invoice.Labor.CategoryCostAmount Invoice.Labor.ChargeCode Invoice.Labor.Description Invoice.Labor.GroupCode Invoice.Labor.IsTaxRate Invoice.Labor.LineItems.Count Invoice.Labor.SubTotal Invoice.Labor.SubTotalAdjustment Invoice.Labor.SubTotalBase Invoice.Labor.SubTotalTax
New Label Charges.AdditionalCharges.SubTotal Charges.AdditionalCharges.SubTotalAdjustment Charges.AdditionalCharges.SubTotalBase Charges.AdditionalCharges.SubTotalTax Charges.AdditionalCharges.TaxRate Charges.AdditionalCharges.Total Charges.BillTo Charges.ChargeCode Charges.Charges.Adjustment.LineItems.Count Charges.Charges.Labor.LineItems.Count Charges.Charges.Materials.LineItems.Count Charges.Charges.Miscellaneous.LineItems.Count Charges.Charges.Tax.LineItems.Count Charges.Comments Charges.Contract Charges.CoordinationFee.Amount Charges.CoordinationFee.ChargeCode Charges.CoordinationFee.GroupCode Charges.CoordinationFee.Type Charges.CostTotal Charges.Description Charges.JobCode Charges.Labor.AdjustmentAmount Charges.Labor.AdjustmentChargeCode Charges.Labor.AdjustmentGroupCode Charges.Labor.AdjustmentType Charges.Labor.CategoryCostAmount Charges.Labor.ChargeCode Charges.Labor.Description Charges.Labor.GroupCode Charges.Labor.IsTaxRate Charges.Labor.LineItems.Count Charges.Labor.SubTotal Charges.Labor.SubTotalAdjustment Charges.Labor.SubTotalBase Charges.Labor.SubTotalTax
- 49 -
Old Label Invoice.Labor.TaxRate Invoice.Labor.Total Invoice.Labor.WeekDays.Fri Invoice.Labor.WeekDays.Mon Invoice.Labor.WeekDays.Sat Invoice.Labor.WeekDays.Sun Invoice.Labor.WeekDays.Thur Invoice.Labor.WeekDays.Tue Invoice.Labor.WeekDays.Wed Invoice.Materials.AdjustmentAmount Invoice.Materials.AdjustmentChargeCode Invoice.Materials.AdjustmentGroupCode Invoice.Materials.AdjustmentType Invoice.Materials.CategoryCostAmount Invoice.Materials.ChargeCode Invoice.Materials.Description Invoice.Materials.GroupCode Invoice.Materials.IsTaxRate Invoice.Materials.LineItems.Count Invoice.Materials.SubTotal Invoice.Materials.SubTotalAdjustment Invoice.Materials.SubTotalBase Invoice.Materials.SubTotalTax Invoice.Materials.TaxRate Invoice.Materials.Total Invoice.Miscellaneous.AdjustmentAmount Invoice.Miscellaneous.AdjustmentChargeCode Invoice.Miscellaneous.AdjustmentGroupCode Invoice.Miscellaneous.AdjustmentType Invoice.Miscellaneous.CategoryCostAmount Invoice.Miscellaneous.ChargeCode Invoice.Miscellaneous.Description Invoice.Miscellaneous.GroupCode Invoice.Miscellaneous.IsTaxRate Invoice.Miscellaneous.LineItems.Count Invoice.Miscellaneous.SubTotal
New Label Charges.Labor.TaxRate Charges.Labor.Total Charges.Labor.WeekDays.Fri Charges.Labor.WeekDays.Mon Charges.Labor.WeekDays.Sat Charges.Labor.WeekDays.Sun Charges.Labor.WeekDays.Thur Charges.Labor.WeekDays.Tue Charges.Labor.WeekDays.Wed Charges.Materials.AdjustmentAmount Charges.Materials.AdjustmentChargeCode Charges.Materials.AdjustmentGroupCode Charges.Materials.AdjustmentType Charges.Materials.CategoryCostAmount Charges.Materials.ChargeCode Charges.Materials.Description Charges.Materials.GroupCode Charges.Materials.IsTaxRate Charges.Materials.LineItems.Count Charges.Materials.SubTotal Charges.Materials.SubTotalAdjustment Charges.Materials.SubTotalBase Charges.Materials.SubTotalTax Charges.Materials.TaxRate Charges.Materials.Total Charges.Miscellaneous.AdjustmentAmount Charges.Miscellaneous.AdjustmentChargeCode Charges.Miscellaneous.AdjustmentGroupCode Charges.Miscellaneous.AdjustmentType Charges.Miscellaneous.CategoryCostAmount Charges.Miscellaneous.ChargeCode Charges.Miscellaneous.Description Charges.Miscellaneous.GroupCode Charges.Miscellaneous.IsTaxRate Charges.Miscellaneous.LineItems.Count Charges.Miscellaneous.SubTotal
- 50 -
Old Label Invoice.Miscellaneous.SubTotalAdjustment Invoice.Miscellaneous.SubTotalBase Invoice.Miscellaneous.SubTotalTax Invoice.Miscellaneous.TaxRate Invoice.Miscellaneous.Total Invoice.PONumber Invoice.Services.AdjustmentAmount Invoice.Services.AdjustmentChargeCode Invoice.Services.AdjustmentGroupCode Invoice.Services.AdjustmentType Invoice.Services.CategoryCostAmount Invoice.Services.ChargeCode Invoice.Services.Description Invoice.Services.GroupCode Invoice.Services.IsTaxRate Invoice.Services.LineItems.Count Invoice.Services.SubTotal Invoice.Services.SubTotalAdjustment Invoice.Services.SubTotalBase Invoice.Services.SubTotalTax Invoice.Services.TaxRate Invoice.Services.Total Invoice.SpotPurchases.AdjustmentAmount Invoice.SpotPurchases.AdjustmentChargeCode Invoice.SpotPurchases.AdjustmentGroupCode Invoice.SpotPurchases.AdjustmentType Invoice.SpotPurchases.CategoryCostAmount Invoice.SpotPurchases.ChargeCode Invoice.SpotPurchases.Description Invoice.SpotPurchases.GroupCode Invoice.SpotPurchases.IsTaxRate Invoice.SpotPurchases.LineItems.Count Invoice.SpotPurchases.SubTotal Invoice.SpotPurchases.SubTotalAdjustment Invoice.SpotPurchases.SubTotalBase Invoice.SpotPurchases.SubTotalTax
New Label Charges.Miscellaneous.SubTotalAdjustment Charges.Miscellaneous.SubTotalBase Charges.Miscellaneous.SubTotalTax Charges.Miscellaneous.TaxRate Charges.Miscellaneous.Total Charges.PONumber Charges.Services.AdjustmentAmount Charges.Services.AdjustmentChargeCode Charges.Services.AdjustmentGroupCode Charges.Services.AdjustmentType Charges.Services.CategoryCostAmount Charges.Services.ChargeCode Charges.Services.Description Charges.Services.GroupCode Charges.Services.IsTaxRate Charges.Services.LineItems.Count Charges.Services.SubTotal Charges.Services.SubTotalAdjustment Charges.Services.SubTotalBase Charges.Services.SubTotalTax Charges.Services.TaxRate Charges.Services.Total Charges.SpotPurchases.AdjustmentAmount Charges.SpotPurchases.AdjustmentChargeCode Charges.SpotPurchases.AdjustmentGroupCode Charges.SpotPurchases.AdjustmentType Charges.SpotPurchases.CategoryCostAmount Charges.SpotPurchases.ChargeCode Charges.SpotPurchases.Description Charges.SpotPurchases.GroupCode Charges.SpotPurchases.IsTaxRate Charges.SpotPurchases.LineItems.Count Charges.SpotPurchases.SubTotal Charges.SpotPurchases.SubTotalAdjustment Charges.SpotPurchases.SubTotalBase Charges.SpotPurchases.SubTotalTax
- 51 -
Old Label Invoice.SpotPurchases.TaxRate Invoice.SpotPurchases.Total Invoice.Status Invoice.SubTotal Invoice.Tax Invoice.Total Invoice.VendorInvoicedOn Invoice.VendorInvoiceReceivedOn Invoice.WorkCompletedOn
New Label Charges.SpotPurchases.TaxRate Charges.SpotPurchases.Total Charges.Status Charges.SubTotal Charges.Tax Charges.Total Charges.VendorChargesdOn Charges.VendorChargesReceivedOn Charges.WorkCompletedOn Terminology.Charges
[[Invoice.Labor.LineItem]] [[Invoice.Materials.LineItem]] [[Invoice.Miscellaneous.LineItem]] [[Invoice.Services.LineItem]] [[Invoice.SpotPurchases.LineItem]] [[Invoice.AdditionalCharges.LineItem]] [[Invoice.Charges.Labor.LineItem]] [[Invoice.Charges.Materials.LineItem]] [[Invoice.Charges.Miscellaneous.LineItem]] [[Invoice.Charges.Adjustment.LineItem]] [[Invoice.Charges.Tax.LineItem]] [[Invoice.LaborWeekDay.LineItem]]
[[Charges.Labor.LineItem]] [[Charges.Materials.LineItem]] [[Charges.Miscellaneous.LineItem]] [[Charges.Services.LineItem]] [[Charges.SpotPurchases.LineItem]] [[Charges.AdditionalCharges.LineItem]] [[Charges.AddlCharges.Labor.LineItem]] [[Charges.AddlCharges.Materials.LineItem]] [[Charges.AddlCharges.Miscellaneous.LineItem]] [Charges.AddlCharges.Adjustment.LineItem]] [[Charges.AddlCharges.Tax.LineItem]] [[Charges.LaborWeekDay.LineItem]]
- 52 -
EXPANDED G/LCODES & NEW "CHART FEATURES
OF
ACCOUNTS"
Beginning with Release 7.7, the G/L codes have been expanded and added to the Invoice Dictionary items. In addition, the Expense Accounts interface has been renamed Chart of Accounts and the following functionality added to it:
l
l l
The ability to define two account types: o Income accounts, which display in the list of income accounts o Expense accounts, which display in the list of expense accounts The ability to display only Expense accounts in the Actual Cost, Vendor Invoice, and Model Details fields, as shown below The ability to define one Income and one Expense account per invoice item The ability to copy the Income Account code into the Customer Invoice Line items so that they are available for reporting purposes and for web services
New Chart of Accounts Screen

The Chart of Accounts screen is accessed by going to Financial tab >Settings >Chart of Accounts. Note: Income accounts that are a part of charges remain unchanged.
Account Type Field on Add/Edit Account Screen

The Add Account and Edit Account screens that pop up when the corresponding Add New or Edit buttons are clicked now display an Account Type field with two options:Income or Expense.
- 53 -
Expanded G/LCodes & New "Chart of Accounts" Features
Display Expense Types in Selector Controls

Only Expense types of accounts appear in the drop-down lists within the Actual Costs tab, Vendor Invoice tab, and Model Details screen, as shown below:
- 54 -
Designate One Expense Account and One Income Account Per Invoice Item
When creating the master Invoice Items list within the Financial tab, it is now possible to designate an expense account and an income account for each invoice item. This is done through two dropdown lists within the Add New Item screen.
Reporting Capabilities
The account codes are not typically visible on the Customer Invoice screen, but they are available via reports.
- 55 -
HANDLING OF ORPHANED CONTACTS

The following changes have been made to better support the idea of contacts associated only with Customer Groups. Note that everything that applies to Customer Groups in this section also applies to Billing Accounts.
New Scope Option:Orphaned

A scope option of Orphaned has been added to the Contact Search screen in the BackOffice Portal.
The Orphaned option is available to anyone with access to the screen and when it is selected, clicking the Show All Contacts link on the screen displays all contacts that are not attached to either a Customer or Customer Group.
Set the Default Customer to "Undefined"

The system also now allows authorized users to set the default customer on a Customer Group Contact to "Undefined."To set the default to Undefined, do the following: 1. Open the Contact -Details screen for the Customer. 2. Click the dropdown arrow beside the Default Customer link.
- 56 -
3. On the Default Customers screen that pops up, click the Remove Default/Set to Undefined link.
The Contact -Details screen then refreshes and displays "Undefined" as the default customer.
Remove All Customer Groups from a Contact

The system also now allows you to remove all Customer Groups from a Contact even when the default Customer is undefined. To do this, complete the following steps: 1. Open the Contact -Details screen for the Customer. 2. Click the Customer Groups tab at the bottom of the screen. 3. Select all of the customers in the "Selected Customer Groups" field and click Remove.
- 57 -
4. Click OK in the top menu bar. On the warning message pop up screen that appears, click OK.
Add New Contact from Any Contact - Details Scope Option

The "Add New" button is now active for all authorized users on all four scope option screens within the Contact Search feature:
l l l
Site Portfolio Customer GroupWhen adding a new Customer from the Customer Group scope, allCustomer Groups appear as options. Orphaned
- 58 -
ADDITIONAL CUSTOMER PORTAL CONFIGURATION SETTINGS

In order to give customers more fine grained control over some of the Customer Portal configuration options, a number of fields on the Customer Portal Settings screen have been modified. Note:To access this screen, go to Customer, then Customer Portal Admin,then Themes. Click the theme you want to configure, then click the Edit button in the Settings field on the Themes Summary screen that appears.
Scope Selector
When a tenant has multiple spaces in a building multiple leases are created, so the tenant needs to display lease namesnot Customer namesin the Customer Portal scope drop-down list. The problem arises when there are multiple identically named leases in a given work zone.The solution is to simply hide the leases and only show the Customer Group containing those leases, since any user who has access to multiple leases will also have access to the Customer Group containing them. To make this possible, a new option has been added to the Scope Selector section of the Customer Portal Settings screen:"Don't show customers if they belong to a customer group displayed in the scope selector."
Supported Work Flows

Customers wanted the ability to disable the Cancel button completely, so in the Supported Work Flows region, the previous Yes/No option, Disable the cancel button after a work order has been picked up," has been replaced by a three choice option, allowing users to designate if the cancel button should be disabled completely, never disabled, or disabled only after a work order has been picked up.
Custom Fields
In the Custom Fields region, the previous option, "Show work order custom fields in the request wizard and details page" has been separated into two options so that the custom fields can be shown in one place but not the other if needed.
- 59 -
Additional Customer Portal Configuration Settings
- 60 -
ADDITIONALFEATURES
OF THE
7.7RELEASE
In addition to the Customer Invoice functionality, Release 7.7 also includes the following changes and enhancements.
Integration with AvaTax Tax Calculation Tool

Corrigo has recently partnered with Avalara,Inc. making it possible for customers who pay for the feature to have tax calculated automatically for each product or service listed in a customer invoice. In order for this to work correctly, each product or service within the CorrigoNet system is first assigned to an external ID on the Tax Codes screen within the Back Office Portal.
Whenever one of these products or services appears as part of a customer invoice, the Avalara tax calculation toolAvaTaxidentifies the tax code/external ID related to the item, determines the "tax nexus" (basically, the location) where the product or service was performed, and then references an extensive tax table to figure out if tax should be charged and if so, how much should be charged. AvaTax calculates tax automatically, but because it is external to the CorrigoNet system, it must be manually notified when tax calculation is required. The Calculate Tax button on the Customer Invoice screen performs this task: notifying AvaTax that there are items for which tax needs to be calculated. After tax is calculated, you can click any of the line item Tax amounts to view details about the address and tax code used to determine the tax as well as the tax rate that was applied to the line item.
- 61 -
Note:Because tax rates vary from state to state, county to county, city to city, and sometimes even district to district, each invoice item must be associated with a valid customer location. If any items have invalid locations or if there are other problems with the way tax codes and customer locations are configured, the AvaTax system will be unable to calculate tax for the entire invoice and an error message will appear on the screen. The following is an example of an error message caused by a location error.
Deprecation of the CSRService Request Wizard

The CSRService Request Wizard has been removed from CorrigoNet and all functionality that was handled by it in past releases is now covered by Customer Portal and ServiceRequest buttons that have been added to the Active Customers and Customer Details screens. Note:In order to see and click the Service Request button on the two screens, you must have been granted the new Permissions - Customer Service Request privilege.
- 62 -
The Customer Portal button gets the credentials for the selected caller and then opens the relevant customer portal, allowing the customer service representative who is helping the customer to see the same screen that the customer is looking at. The Service Request button opens the New Work Order details page, which contains a broader range of features and functionality than was previously available through the CSRService Request Wizard link.
Individual Invoice Report

The purpose of this report is to allow customers to create a hard copy of any invoice they may need to send to their clients. The report uses the invoice number as a reference and creates a highly formatted, easy to read version of it, accessible under the Individual Customer Invoice link under the Premium Reports link on the Reports tab. If the invoice runs to multiple pages, each pages is properly paginated so that:
l l l
All line items appear cleanly The Subtotal, Tax, Total appears on the final page, all together (not interrupted) Each page displays a "page number out of total number of pages" value on the page footer
A sample invoice is shown below:
- 63 -
Reject Button on Corporate Portal Work Order Details Screen

A Reject button has been added to the Work Order Details screen when a work order has a status of On-Hold: Estimate needs customer approval. Previously, the only options available were Approve and Cancel, even though the Customer Portal gave the customer the option to reject the work order. The Reject button on the Work Order Details screen now makes the functionality the same as that available through the Customer Portal.
Shortcut on Work Order Details Screen to Display IVRWork Code

A shortcut has been created on the work order details screen to view the IVR Work Code associated with a work order.If a user presses Alt+K, an information only popup screen appears, displaying the WorkTrack IVR Work Code for that work order.
- 64 -
Add Documents &Custom Fields to Vendor Accounts

With Release 7.7, it is now possible to attach documents and add customer fields to vendor accounts in the system.
- 65 -
Although the list of Vendor custom fields can be viewed by selecting CustomFields in the dropdown list shown in the image above, adding custom fields to Vendor accounts is accomplished by doing the following: 1. 2. 3. 4. 5. 6. Go to the Our Company tab. Select the Custom Fields option. Select Vendor (or Provider) from the Domain drop-down list. Click the Add New button in the top right corner of the Custom Fields table. Enter a Field Name for the custom field. Select the type of field you want to add: o Free-form text If you select this option, you must then designate a field width from the Length field that appears on the screen. o Integer o Numeric o Currency o Phone Number o Date o Time o Yes/No (Optional) Add any options you want to display within the field. Click OK to save the custom field. Repeat the process for any other custom fields you want to add. View the custom fields you just created by selecting the Custom Fields option in the dropdown list at the bottom of the Vendor details screen.
7. 8. 9. 10.
- 66 -
Controlled Access to the General Settings Screen

The ability to view the General Settings screen under the Financial tab (Financial >Settings >General) is now dependent on the user having the Financial - Setup privilege, not based on whether the Invoicing module is active or not.
Add Contacts to Customer Groups Without Attaching Them to Customers

It is now possible to add a customer contact to a customer group without attaching the contact to a default customer. On the Contact -Details screen, the Default Customer field now allows users to select a value of "Undefined."
As a result of this change, Contacts not attached directly to a customer will not show up on the contact search page when Work Zone or Portfolio scope is selected. In addition, if theContact is not directly attached to any customers, the following warning screen will pop up if the user tries to remove the Contact from all Customer Groups.
- 67 -
Addition of Default Price List Column to the Customer Contracts List Screen
The Customer Contracts List screen now includes a Default Price List column that displays the price list associated with each contract in the list. If no price list is associated with a contract, the Default Price List value is blank for that line.
Yellow Pages Services List Replaced by Specialties on the Work Order Assignment Screen
The Assign the Work Order popup screen in the Corporate Portal now use CorrigoNet specialties in the search and not Yellow Page services as it did in prior releases.Because the list of specialties is mapped to the corresponding list of Yellow Page services, some specialties will not show up in the dropdown list.
- 68 -
Note:The name of the dropdown field has also been renamed from Service to Specialty.
Switch to the Use of WONVendor Local Names

In the Back Office Portal, each vendor's local CorrigoNet name is now the default name that is used in most cases. This includes on two screens where the Yellow Pages name used to appear:the WO Networktab's Vendors screen . . .
- 69 -
and the Assign the Work Order screen (and the Contact Information popup screen that accompanies it).
- 70 -
The only places where the Yellow Pages name is still displayed are on the WO Network tab's Vendor details screen . . .
on the Contact Information screen . . .
- 71 -
and on the Vendor Sourcing Search Engine screen.
- 72 -
Removal of Vertical Scrolling in the Financial Sub-Tab on the WorkOrder Screen

Vertical scrolling has been removed from the subtabs on the Work Order screen so now all items appear in an extended list, as shown in the image below.
Additional Charge Type of Tax No Longer Supported

Beginning with Release 7.7, when creating a New PM/RM through the PM/RMSchedules option under the WorkOrders tab, the Tax field has been removed from theVendor Invoice configuration section when the system is in "Charges" configuration. This is a result of the integration of CorrigoNet with AvaTax. When AvaTax is enabled, tax is calculated automatically for each product or service listed on a customer invoice.
- 73 -
Changes to Invoice Date Display

When an invoice has a status of "Draft,"the Invoice Date field displays N/A. When a user changes the status of an invoice from Draft to Post, the confirmation screen that pops up contains a Set Invoice Date field that allows the user to specify the date for the invoice. The default value in the field is the current date and that will be used unless the user selects a different date.
After the invoice is posted, the Invoice Date listed on the Invoice Edit screen is read-only and reflects the date selected during the Post action, formatted to match the date format that is displayed for the invoice when viewed through the Customer Portal.
- 74 -
Auto-Routing for Work Orders Assigned an On-Hold Status on Creation

In previous releases, auto-assignment was skipped when a work order was assigned an On-Hold status as soon as it was created. Beginning with Release 7.7, auto-assignment is not skipped if the user selects one of the following reasons on the Put Work Order On-Hold screen:
l l l
Deferred Request needs customer approval Waiting for estimate
Display Customer Group Contacts In The Contact Select Box

Background
Previously, the Contact select box on the Work Order Details screen only showed those contacts directly attached to a customer. If a contact was associated with multiple customers, even if a customer group was created and the contact was attached to the group, there was no way to pick the contact when creating a work order from the Work Order Details screen. This resulted in multiple duplicate contact records being created, each record being directly attached to one of the multiple customers the contact belonged to.
- 75 -
Solution
A new setting "Show Customer Group Contacts in Contact select box" has been added to the Work Order Details - Configuration screen. Note:To access this screen, click the Work Orders tab, then the Settings option,then the Details option.
By default this setting should be No to maintain backwards compatibility. The image below shows the field that is directly impacted by the option that is selected above.
Addition of a Module Dependent Note on the Organization Details Screen

When the Customer Invoicing module is on, the following note now appears at the bottom of the Organizations screen:
Note:Vendor Invoice settings are ignored when a Customer contract applies to a given Work Order. In these cases, the Customer contract defines the vendor price list and invoicing behavior.
When the Charges module is on, no note appears on the screen.
- 76 -
Creation of a Financial Import/Export Group

The Import/Export Spreadsheets screen (Our Company >Import/Export)has been updated with the additional of a Financial group that consists of some new spreadsheets and some spreadsheets that were previously part of different groups.
The Financial group contains Import and Export links for the following spreadsheets:
l l l l
Financial Periods Labor codes** Tax Codes Invoice items
- 77 -
l l
Vendor Price List On export, you can filter the selection by Vendor, with the default being "All" Customer Price List On export, you can filter the selection by Customer Group Billing Accounts The export/import functionality is an extension to the Customer Group Import/Export Reporting Budgets
**In prior releases, Labor Codes and their descriptions were handled manually. This process has now been automated so that existing Labor Codes and Codes from an external system are processed and merged into an updated set of Labor Codes. The intent is to avoid errors and reduce the labor involved in handling the labor codes.
Changes to the General Settings Options

The Invoice Settings screen (Financial >Settings>General) has been renamed "General Settings" and now features the following options when the Invoicing module is on:
When the Charges module is on, the following additional option appears:
Note:In both the Charges module and the Customer Invoicing module views, the Use Coordination Fee option no longer appears.
Changes to Privileges
General The following privileges are not be dependent on any module:
l
Financial Setup: Grants access to the following: o Financial > Settings > General o Financial >Settings >Invoice Items o Financial >Settings>Tax Codes Financial Periods: Grants access to the Financial > Settings > Financial Periods configuration screen
Charges These privileges are dependent on the Charges Module and re-labeled as described:
l l
Financial - AR Export Financial Contracts - 78 -
Financial - Customer Invoice Approval: RELABEL: Financial Charges Review
Vendor Invoicing These privileges are dependent on the Vendor/Provider Invoice module:
l l l l
Financial - Vendor Pricelist Setup Financial - Vendor Invoice Review Financial AP Export Configuration Financial AP Export
New Charges Module Privileges

The following two privileges have been added to the Charges module:
l l
Financial Customer Invoices Financial Customer Pricelist/Contract Admin, which provides access to Customer PL definitions and Contract definitions
Change to Behavior of Customer Group Documents

Beginning with Release 7.7, all documents associated with a Customer Group can be seen by all customers in that group. Previously, the only way to see documents associated with a Customer Group was to have the necessary privileges to access the Customer Group, itself. Since the document feature is more useful for Customers than Regional Managersthe only people in previous releases with access to the Customer Groupsit made sense to change the setting so that documents associated with a Customer Group could be seen by all members of that Customer Group.
- 79 -
CUSTOMER-SPECIFIC CHANGES
AND
FEATURE REQUESTS
In addition to the general Release 7.7 enhancements and bug fixes, the following changes and features were added to the system based on requests by specific customers.
Auto-Routing Based on Franchisee License Information

At the request of a customer, a new type of auto-routing has been added based on licenses.This is designed to make it possible for a company with franchisees to restrict the areas in which their franchisees provide services based on a defined set of zip codes. To configure this within the BackOffice Portal, go to the Work Orders tab and then select Settings and then the Assignment option. On the Assignment Settings screen, select License Based from the options in the Auto-Assignment Type Selection field.
The Licenses option under the WONetwork tab contains links to the following related information:
l l l l l
The types of licenses in the system A list of all licenses in the system The coverage types available Customer exclusions Black out periods for licenses
For detailed information on this new feature and all of its component parts, refer to the document, Franchisee License Information.
Download Data Changes

At the request of a customer, the "download data" Excel file that is produced when information is downloaded from the Customer Portal now includes the following changes:
l
Invoice comments appear as the last field on the Header tab.
- 80 -
All of the customer groupsother than the Billing Accountthat the location/customer is associated with are now included in every row on the Details tab.
Changes to Support a Customer's Preferred "Charges" Model

Background
In the case where a company requests and self-performs a lot of work, it is possible to make use of the former Customer Invoices now called Charges. With the introduction of the new Customer Invoice functionality, changes were made to allow for improved logic when the Charges model is used in release 7.7. Work performed by a technician is charged back to the store like vendor invoices and the store reviews and approves the charges before they are applied to the G/L. The problem for the customer is that they want the process to be simple for the stores. As recently as release 7.6a, the store had to determine which of two different locations in the Work Order Details screen they need to go toVendor Invoices or Store Invoicesto perform an approval. In addition, the following issues were causing confusion
- 81 -
Not all categories of vendor invoice data were shown in the Vendor Invoice Details section of the Customer Portal. Even when there was no Vendor Invoice, the Vendor Invoice Details header was still being show on the WorkOrder Details screen within the Customer Portal.
The changes described below have been implemented to help simplify the process for the customer.
Addition of a New "Combined Invoices"Line tothe Work Order Fields Table

To resolve this issue for the customer, a new "Combined Invoices" field has been added to the Work Order Fields table. Note:To access this table, go to Customer, then Customer Portal Admin,then Themes. Click the theme you want to configure, then click the Edit button in the Work Order Table Configuration field on the Themes Summary screen that appears. When this field is viewed through the Customer Portal, it displays the sum of the Vendor Invoice total plus charges.
When work orders are configured to display the Vendor Invoice Total and Customer Invoice Total fields, they will look like the following image when viewed through the Customer Portal:
- 82 -
When the fields are not shown and the new Combined Invoices field is active, the same work order will look like the following:
Creation of a "Show CombinedInvoices" Option for FinancialDisplay

A new option has been added to the Financial Handling section of the Customer Portal Settings screen:"Show combined invoices:(for use with mixed vendor/self-performed)." To access this screen, go to Customer > Customer Portal Admin >Themes. Click the theme you want to configure, then click the Edit button in the Settings field on the Themes Summary screen that appears.
When this setting is enabled, data for both the vendor invoice and the store charges appears in the Work Order Details screen in a section titled Invoice Details.
- 83 -
Configuration Note: The expectation is that when the combined setting is enabled, the other invoice settings will be disabled.
- 84 -
CHANGE REQUESTS &DEFECT FIXES

Change Requests
The following table lists all of the change requests that were completed for this release and provides a brief summary of what was done. Issue#
CN-2102 CN-2567 CN-2613 CN-2670 CN-2688
Issue Type
Change Request Change Request Change Request Change Request Change Request
Components
BlackBerry Web Services Corporate Web Corporate Web Corporate Web
Summary
UNRESOLVED:A creation date needs to be added to the BlackBerry client. An IsRelatedTo field has been added to Specialty imports (both Excel and WSDK). A scope selector Customer Group to Customer Search page has been added. The now unused CSR self-help title field has been removed. The width of the "items' pane of the asset builder has been increased by 1.5x. "On File COI" status with a link to the COIPDF(s) has been added to Customer/Tenant COI ManagementCurrently. Property Management teams can now easily access COI information and review for proper limits and coverages. Two changes have been made to the Organization screen: 1. When updating Organization from a price list null value ("unselected") to a non-null value, a feedback dialog now appears stating, "Note: The price list will be updated, however, any work orders previously sent to the vendor will not be able to access the new price list. Work Orders sent in the future will have access." 2. The Price List label is now a hyperlink so that a user has the ability to click through and see the price list. Ability to backdate materials transactions via import/export. Related to a customer requirement to track what they call "Dormant Assets," which are assets that have been placed in a warehouse so they can be possibly used in one of their many locations. Users have visibility to them and the ability to move them, but only for locations they are responsible for. Users can also back date the receipt dates to match how long the assets have been dormant. Improvements/fixes for the Dispatch Board UI. Dispatch Board WO table uses red color for WOs with priority ID #1. When user changes WO priority from or to priority ID #1, the color of the row in the table now changes. Also, a glitch in the popup drop-down for the Priority column and other columns has been fixed. The
CN-2735
Change Request
Corporate Web
CN-2745
Change Request
Corporate Web
CN-2796
Change Request
Corporate Web
CN-2853
Change Request
Corporate Web
- 85 -
Issue#
Issue Type
Components
Summary
popup no longer disappears when the users mouse reaches the second row in the drop-down.
CN-2870 CN-2876
Change Request Change Request
Customer Portal Corporate Web
A dark blue customer portal theme has been added at the request of one customer. Default quantity for Labor and Materials service fees added on the WO Details page is now 1 When an invoice status is updated to "Partial Payment" and "Paid in Full" the user is allowed to enter comments. These comments are displayed next to the invoice Status on the customer portal and are included in the header of the data download in red for illustration purposes.
CN-2947
Change Request
Customer Portal
Defect Fixes
The following table lists all of the defect fixes that were completed for this release and provides a brief summary of what was done. Issue# Issue Components Type Summary
The Invoicing module has been de-coupled from AP Export to allow clients to have full AP/Vendor Invoicing capabilities without the Invoicing module turned on. For users with the correct privileges, the Financial > Settings > AP Export Config screen is also accessible with Invoice module turned off. The character $ is not allowed in CorrigoNet System Administrator passwords. If it is used, the following error message will be displayed: "Password may not contain $." The WO wizard confirmation text does not match the specification requirements. Preconditions: Theme settings: Automatically send any work order in the new status: YES Override the above setting in the case of emergencies: YES Request approval workflow: YES Assignment: Assisted (to any provider) Re-assignment: Assisted (to any provider) Contact Request Limit is less then WO NTE. Asset Attribute History on Tablet is now consistent with Asset Attribute History on CorpWeb in cases of clearing attribute values. The original issue is described below:1. Bool Attributes There's "N/A" value on Tablet which is recorded in the history on Tablet and is not recorded in the History on CorpWeb UI. On CorpWeb only Yes and No values are recorded (as there's a checkbox on Corp, clearing it means that value = "No" and there's no N/A value at all) Please, review "Asset Attribute History - Bool" attachment for details Attribute Name - "Bool RH-Y, WO-Y" 2. Currency When you clear a historical Attribute of Currency type on Corp zero is saved and shown in Asset Attribute History. When you clear such a field on Tablet empty value is saved which is not
CN2453
Defect Corporate Web
CN2543
CN2606
Defect
Customer Portal
CN2633
Defect Tablet
- 86 -
Issue#
Issue Components Type
Summary
shown on CorpWeb. Please, review "Asset Attribute History - Currency" attachment Attribute Name - "Currency RH-Y, WO-N, N/Restrict" 3. Date When you clear a value of Date historical attribute on Tablet empty value is saved on Tablet which is not recorded on CorpWeb in Asset Attribute History. When you clear a value of Attribute with Date type on Corp nothing is recorded in history. Attribute Name to check - "Date placed in service" 4. Integer on Tablet empty value is saved which is not recorded in Asset Attribute History on Corp when clearing such a field on CorpWeb UI nothing is recorded in History Attribute Name to check - "Int RH-Y, WO-N, N/Restrict" 5. Numeric on Tablet empty value is recorded in History which is not recoded on Corp when clearing such a field on CorpWeb UI nothing is recorded in History Attribute Name to check - "Num RH-Y, WO-N, N/Restrict" 6. Phone on Tablet empty value is recorded in History which is not recoded on Corp when clearing such a field on CorpWeb UI nothing is recorded in History Attribute Name to check - "Phone RH-Y, WO-N, N/Restrictt" 7. Text on Tablet empty value is recorded in History which is not recoded on Corp when clearing such a field on CorpWeb UI nothing is recorded in History Attribute Name to check - "Text RH-Y, WON, N/Restrict" 8. time - on Tablet empty value is saved which is not saved on corp When you clear a time field on corp 12:00 AM is saved Attribute Name to check - "Time RH-Y, WO-N, N/Restrict" 9. For Attributes of different types with pick lists: - When you select "Not Selected" value on CorpWeb UI, it is recorded in History - When you select "N/A" choice on Tablet empty value is recorded in history on Tablet and nothing is recorded on Corp. Attribute Name to check - "Currency RH-Y, WO-Y, Restrict" Please, review "Asset Attribute History - Pick lists" attachment.
CN2677 CN2728 CN2746 CN2793 CN2798
Defect Corporate Web Defect Corporate Web
Customer Notification changes made via Editor are now saved. When a Vendor Invoice is in Dispute status (and Dispute status is not read-only), all fields on the invoice are now editable. If a user attempts to log in to theCustomer Portal from the customer search page when there are no contacts associated with the record, the user is now presented with a friendly warning. "Invoice" has been replaced with "Charges" for Print Templates fields. "Customer Invoice" has been replaced with "Charges" in the Report Wizard. The Alert Work Zone Membership Selection list has been changed to reflect the user's true Work Zone membership. When configuring alerts on a user account, the option to send alerts only for selected work zones presents a list of work zones to include. The 'Selected' work zone list on the user alerts configuration page now shows all work zones that could be included for alert purposes.
Defect Corporate Web Defect Reports
CN2818
- 87 -
Issue#
CN2845 CN2846
Issue Components Type

Defect Corporate Web Defect Corporate Web
Summary
Type column now shows a type abbreviation on the Dispatch Board. Priority column now displays a numeric value of ID instead of a priority label on the Dispatch Board. Fixed the automatic association of Service Warranties to Work Orders when completed by provider via the WON. Service Warranties were designed to automatically take effect when a work order is completed, based on the user/vendor's Organization settings. If the organization has a Warranty Template set to automatically apply, the warranty should be created on work order completion. This now works for Techs and for WON Providers. A work order created by Save and Copy action done from PMRM WO should have Basic WO type. A work order created by Save and Copy action done from PMRM WO should have Basic WO type When a work order is assigned to the Unassigned option on the Providers tab, the Send Note screen no longer appears.
CN2865
Defect Web Services
CN2932 CN2950
Defect Android
- 88 -
Glossary
GLOSSARY
Term Billing Account Company Meaning A special type of Customer Account (group) as described in this document. Corrigos customer using CorrigoNet, who is usually a Service Requestor on the WON. Requestor, Client, Corporate User, Back Office User User, Internal Customer Contact, Tenant Contact, Service Requestor, Customer Contact WON, Work Track Facility Management, FM Tenant, Store, Location, Restaurant, Building Customer, Tenant Group, Lease Group EquivalentTerms
Contact
A Customer end user who may request service. (often by logging in to the Customer Portal)
CorrigoNet
The application used by Service Requestors to access the Won and manage their facilities. A flexible organization object that typically refers to the entity for whom work is being done. A Customer only exists within a single work zone. A collection of Customers.This term can be customized by clients to suit their business nomenclature. A new object, independent from work orders, that supports the consolidation of several work orders into a single invoice. composed of invoice line items, which may be copied over from a work order or added directly to the invoice itself. Customer invoices are created and exist independently from work orders and they contain only those things explicitly added to them. Interface that Customer Contacts log in to request and view work. A global dictionary of all things that can go on an invoice
Customer Customer Group
Customer Invoice
Customer Portal Invoice Items Location
Portal, Tenant Portal, Store Portal
A conceptual object that can be thought of as a contract that links CusSite, Space, Unit, tomers to the buildings, assets, equipment or services that they use and Lease, Store may request service on. A collection of Work Zones- used a means to rollup/view data across multiple work zones Non-cost based charges that get billed to the customer. They are associated with a work order, but are not part of Vendor Invoice or Costs. A specific type of Work Order initiated by a customer contact, typically generated via the customer/tenant/store portal Someone with login credentials to the system. (not the Portal) Work Order, Request, Service Order, Ticket Employee User, Region, Division, All, Management Area, Management Team, Group
Portfolio
Service Fees Service Request User
- 89 -
Term
Meaning
EquivalentTerms Tech, Dispatcher, Admin, Manager
Vendor
An outside resource who is assigned work via the Work Order Network. Vendors can be either connected or non-connected. During the transition to the WON, they were referred to as Service Providers. The system that connects Service Requestors (entities with a need to get work done) and service providers (entities that perform work.) A description of work at a specific location that is assigned to a resource.
Provider, Service Provider, Subcontractor Work Order Network Work Ticket, Service Request, WO Property, Project, Store, Region/State, Dispatching office, SubDivision
WON Work Order
A core organizational object in the system that typically refers to a speWork Zone cific address, logical grouping of customers/locations, or a general geographic area.
- 90 -

CN77 ReleaseNotes

Uploaded by

Document Information

Original Description:

Original Title

Copyright

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

CN77 ReleaseNotes

Uploaded by

Copyright:

CorrigoNet Release Notes

For clients moving from Release 7.6a to Release 7.7

Customer Invoice Basics

Customer Invoice Creation Process

MainCustomer Invoicing Screens

Invoice Presentation Through the Customer Portal

Invoice Printing and Downloading Option

Work Order Creation Enhancements

Handling of Orphaned Contacts

Additional Customer Portal Configuration Settings

AdditionalFeatures of the 7.7Release

Change to Behavior of Customer Group Documents

Customer-Specific Changes and Feature Requests

Change Requests &Defect Fixes

Migration of Contracts to Release 7.7

Allow Vendor Price List = enabled Allow free text = enabled

Corrigo, Inc. Release Notes 7.7

Corrigo, Inc. Release Notes 7.7

CUSTOMER INVOICE BASICS

Invoice Creation Methods

Customer Invoice Terms & Dependencies

Customer Invoice Basics

Clients use billing accounts to do the following:

Corrigo, Inc. Release Notes 7.7

Customer Price List

Vendor Price List

Customer Invoice Basics

Billing Rule Completion Criteria

Corrigo, Inc. Release Notes 7.7

Billing Rule Vendor Invoice Only Service Fee(s)

The work order is marked as Completed.

Customer Invoice Basics

Each Contract is associated with a single Customer Price List.

Corrigo, Inc. Release Notes 7.7

CUSTOMER INVOICE CREATION PROCESS

Step I: Create InvoiceItem or Items

Customer Invoice Creation Process

Step III:Create a Contract

Corrigo, Inc. Release Notes 7.7

Step IV:Create a Billing Account

Step VI:Create a New Work Order

Customer Invoice Creation Process

Step VII:Add Work Order Line Items to a Customer Invoice

Add a Single Work Order's Line Items to a Customer Invoice

Add Multiple Work Order's Line Items to a Customer Invoice

Corrigo, Inc. Release Notes 7.7

MAINCUSTOMER INVOICING SCREENS

MainCustomer Invoicing Screens

Customer Invoice Screen

Corrigo, Inc. Release Notes 7.7

Scenario 1:Vendor Invoice Based Billing

Corrigo, Inc. Release Notes 7.7

Scenario 2:ServiceFee Billing

Scenario 3:UnderContract Billing

Corrigo, Inc. Release Notes 7.7

Scenario 4:Ad Hoc Billing

. . . then selects a service location for the item . . .

Corrigo, Inc. Release Notes 7.7

Corrigo, Inc. Release Notes 7.7

Scenario 5:Not Billed

Corrigo, Inc. Release Notes 7.7

INVOICE PRESENTATION THROUGH THE CUSTOMER PORTAL

New Invoices View

Invoice Presentation Through the Customer Portal

Corrigo, Inc. Release Notes 7.7